Cookies and Privacy
This privacy notice explains how we process your personal data when you interact with us and information about your rights under data protection legislation.
We reserve the right to update this privacy notice. Changes apply as soon as they are published. We recommend that you visit this page regularly to find out about any updates that may have been made.
This should be read in conjunction with the main privacy notice
Who we are
We are Swale Borough Council. We are the “data controller”. This means that we are responsible for deciding how we hold and use your personal data.
Address:
Swale House
East Street
Sittingbourne
Kent
ME10 3HT
Phone: 01795 417850
You can find us in the Information Commissioner’s register of organisations who have paid the data controller fee. Our reference number is Z7353758.
What Service is being provided?
- Green Grid Community Forum newsletter subscription
- General contact for Climate Emergency department
How we collect information from you
We collect information from you when you:
- Complete a sign up form to join our email subscription list
- Visit Swale.Gov.uk
- Contact us in writing
- Speak to us on the phone, email or any other type of electronic communication
- Talk to us face to face
What personal information do we collect from you
- name
- organisation
Special types of personal information collected
Swale Borough Council does not require special category data for this processing; however it is identified that as part of the enquiry special category data may be provided.
Why do we collect this information
We use your personal data to:
- if signed up, provide subscription correspondence for the Green Grid Community Forum only
- to investigate and respond to an enquiry or a complaint you have contacted us about
- retain a record so we can audit, and quality assure our services, and to inform decision-making about our services
- plan and manage our services and to meet the requirements of external regulators.
- to keep visitors and staff safe and secure, we use CCTV at our premises
We also use cookies and other analytic technologies to give you a better experience on our website and to improve the relevance of online advertising you see. For more information, please see our Cookie Notice.
How the law allows us to use your personal information
Under data protection law, UK GDPR Article 6(1), there are lawful bases that allow us to collect, process and share personal information. The lawful basis for processing your information for the outlined purpose is:
Newsletter subscription
Consent – by subscribing to receive information from the council regarding the Green Grid Community Forum
Contact us
Public task
Our lawful basis to capture CCTV images of members of the public is public interest.
Who will we share this information with
Your personal data will only be shared with other organisations, when necessary, if the law allows us, and we always aim to share the minimal data as is necessary.
We share your personal data with the following parties where it is necessary for us to do so:
- relevant Teams within the Council
- with third parties where you have requested us to do so
We may also share personal data with anti-fraud, law enforcement agencies, for prevention or detection of crime/fraud or other legal obligation.
How long will we keep your information for
Newsletter Subscription
Your personal information is collected and processed for the purpose of delivering the newsletter. If you withdraw your consent or unsubscribe, your personal data will be securely deleted in accordance with applicable data protection laws.
Contact us
7 years in line with the Councils retention period
Storing your personal data
The council stores your personal data in the UK. We do not transfer your personal data to any other countries including countries in the EU and EEA (European Economic Area).
Third parties may transfer your personal data outside the UK. Please refer to their privacy notices for more details.
Your rights
- right to be informed – You have the right to be informed about the collection and use of their personal information
- the Right of Access – you can request copies of any of your personal information that is held by the Council
- the Right to Rectification – you can ask us to correct any incorrect information
- right to Erasure – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this
- right to object or restrict processing – you have the right to object to how your information is being used and how it is going to be used in the future
- right to Portability – you can ask us to transfer your personal information to different services or to you
- right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision
How you can access information held about you
By law, you have rights as a data subject, such as the rights detailed above. These rights are not absolute, but if you would like to exercise your rights or make a complaint regarding how your information is used, you should contact the Data Protection Officer at:
Email: DataProtectionOfficer@Swale.gov.uk.
There is no charge for you to exercise your rights. We may refuse your request or make a reasonable charge if your request is manifestly unfounded or excessive.
For independent advice about data protection, privacy and data sharing issues you can contact the Information Commissioner's Office (ICO).
Information Commissioners Officer
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113
Email: casework@ico.org.uk
Website: https://ico.org.uk/
Your Obligations
It is important that you tell us if your personal data changes while you are using our services. This will mean that the data we hold about you is kept up to date and accurate.